Administrative Assistant to Director of Advancement

Palo Alto, CA

Full Time

Experienced

Castilleja is a dynamic, diverse, and intentional educational community for students in grades 6–12 that believes in the power of women learning and women leading. Founded in 1907, Castilleja fulfills its mission to educate young women to become confident thinkers and compassionate leaders with a sense of purpose to effect change in the world. Every member of the Castilleja community is responsible for fostering an equitable, respectful, and just community. We value building and sustaining authentic relationships and work together to create a collaborative learning and working environment. We are dedicated to a program that is responsive to students’ needs and identities and demonstrates a commitment to antiracist values and pedagogy.

Position Summary:

The Administrative Assistant to Director of Advancement provides comprehensive administrative and project support to the Advancement Department to help achieve the school’s fundraising and engagement goals. This position supports parent, alumnae, and community relations, assists with donor data management, and helps execute donor and school-wide events. The ideal candidate is organized, detail-oriented, efficient, and able to manage multiple priorities in a fast-paced environment. This position reports directly to the Director of Advancement.

This is a full-time, non-exempt, hourly position.

Job Function Details:

Administrative & Department Support:

Coordinate with the Database Manager on data entry and gift processing.
Provide administrative support to the Director of Advancement and Director of Alumnae Relations.
Handle reimbursements, invoices, and credit card reconciliations.
Schedule department meetings and coordinate logistics.
Conduct donor and prospect research, update records, and generate basic reports.
Maintain donor confidentiality at all times.

Event Support:

Collaborate with the Director of Events and Parent Engagement on planning and executing Advancement events.
Manage event logistics, invitations, RSVPs, and follow-up.
Prepare event requests and book spaces or vendors as needed.
Assist in staffing events, occasionally including evenings or weekends.

Development Support:

Assist with mailings, correspondence, and donor acknowledgment letters.
Work with the Database Manager to ensure timely and accurate gift entry.
Support departmental communications and outreach initiatives.

Qualifications:

Bachelor’s degree or equivalent experience in a related field.
Familiarity with fundraising databases such as Blackbaud Raiser’s Edge or Salesforce.
Strong organizational, communication, and writing skills.
Ability to manage multiple tasks, meet deadlines, and maintain accuracy.
Excellent attention to detail and follow-through.
Strong interpersonal skills and ability to collaborate across teams.

Systems:

Experience using Raiser’s Edge NXT- ideally 2 years of experience a plus
Proficient in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace.
Advanced research and data management capabilities.

Working Conditions and Physical Requirements:

Office-based position with occasional evening and weekend hours required for events.
Regularly sit, talk, move equipment, hear, and visually interact with individuals from school-aged children to adults.
Be able to occasionally lift up to 25 lbs
Regularly use close and distance vision
Work at a desk and computer screen
Turn, bend, and reach
Work in a traditional, climate-controlled office environment.

Compensation and Benefits:
• Comprehensive Health & Wellness plans including: Medical, Dental, Vision, LTD, EAP and Life
• 403(b) Retirement plan with an outstanding employer match
• Castilleja uses a competitive salary scale which takes into account the range of experience, education and skill level. The hourly rate for this position ranges from $40.00 to $42.00.

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